Accessing Meeting Details
Meeting details include all of the information entered when the meeting was created. Details are available for all meetings. In a password-protected meeting, the password must be entered to see the meeting details. Only the creator or Moderator of a meeting can change the meeting details. See "Editing a Scheduled Meeting" for more information.
To view meeting details:
- If your Meeting Center includes a meeting details icon
next to the meeting name, click the icon to view the details. You can also click the meeting name to view details.
- If you do not see a meeting details icon, click the meeting name to view the details for a scheduled or finished meeting.
- If you are attending a meeting, choose Meeting - Meeting Details.
- If the meeting is password-protected, you must enter the password before you can view the details.
Note Some meeting details (including information about a telephone conference call associated with the meeting) only appear on the server on which the meeting was created. See your system administrator for more information.
What is on the Meeting Details Page
The Meeting Details page might include the following information:
- Whether or not the meeting is finished.
- If the meeting is finished, the Meeting Details page lists whether or not the meeting has been recorded. If the meeting has been recorded, click "Replay the Meeting" to view the recording.
Essentials
- Meeting name: Entered when the meeting was created.
- Start time: Date and time.
- Duration: Length of meeting in days, hours, and minutes.
- Online meeting has password: Yes or no. The meeting password itself is not displayed; you must remember the password when you create the meeting. If you are the creator or the Moderator of the meeting, be sure to distribute the password to the participants before the meeting begins. See "Passwords" for more information.
- Status: Scheduled, active (in progress), or finished.
- Moderator: Name of the Meeting Moderator.
- Encrypted: Yes or No. If the meeting is encrypted, all meeting content (such as shared information and chat text) is protected. See "Security: Protecting the Meeting" for more information.
- Recorded: Yes or No.
- Expected participants: The number of people who can attend the meeting. The meeting creator enters this number when scheduling the meeting.
Repeating
If it is a repeating meeting, information about the occurrences of the meeting is available. If the "Show all occurrences" link is available, click it to view a list of all occurrences for the meeting.
Locations
The Locations section includes a list of addresses for the locations, or servers, that people can use to attend the meeting. You can click on the links that are listed in this section to go to the meeting on the appropriate server.
Note To view a recorded meeting or see a complete list of meeting details, you might need to go to the server where the meeting was created. See your system administrator for more information.
If people from distant locations are attending the meeting, the addresses of the servers they should use to attend are listed. If you are the creator or the Moderator of the meeting, you can use this list to send the appropriate addresses to the meeting participants.
The following information might appear in the Locations section on the Meeting Details page:
- Participants can attend from the following servers: You can only attend the meeting from the server that is listed after this heading on the Meeting Details page.
- Attend the meeting on your home server if it is listed below: If the server that you usually use is listed, use that server to attend the meeting. See "Locations: Ensuring That Everyone Can Attend" for more information about servers.
- Participants within the organization can attend from the following servers: If you are attending an internal corporate meeting from a distant location and you are able to access your corporate network, find the server closest to you in this list and attend the meeting from that server. See "Locations: Ensuring That Everyone Can Attend" for more information about servers.
- Participants on the Internet can attend from the following servers: If you are attending an internal corporate meeting and you cannot access your corporate network, or if you are attending a meeting as a participant from another organization, find the server closest to you in this list and attend from that server. See "Locations: Ensuring That Everyone Can Attend" for more information about servers.
Tools
- Lists which tools are available for the meeting. If the meeting includes computer audio and video, ensure that your computer includes the required hardware and software.
Detailed Description
The person who creates the meeting might enter a description of the meeting. The description might include any relevant information for the meeting, such as an agenda.
Whiteboard Attachments
Whiteboard attachments are files for display on the whiteboard. The three types of whiteboard files are:
Whiteboard Attachments: Files that the meeting creator attached to the meeting. These files are in their original format or, if the files were attached using Print Capture, in FST format. For example, if you attach a Lotus Word Pro file named Proposal.lwp when creating the meeting, the file appears on the Meeting Details page as Proposal.lwp.
RTF Files: Files that you can view in an appropriate program. If the Moderator makes changes to Proposal.lwp on the whiteboard during a meeting and then saves the file, the file appears as Proposal_Annotated.rtf on the Meeting Details page. If the Moderator saves a presentation that was created on the blank whiteboard, the filename is Whiteboard.rtf.
SWB Files: Files that you can save to your computer and then attach to another meeting. If the Moderator makes changes to Proposal.lwp on the whiteboard during a meeting and then saves the file, the file appears as Proposal_Sametime.swb on the Meeting Details page. If the Moderator saves a presentation that was created on the blank whiteboard, the filename is Whiteboard_Sametime.swb.
Participants
After the meeting is finished, the administrator might choose to display the list of participants.